Job Description

Executive Assistant - Financial Services / \xc2\xa3192 per day / 9am - 5.30pm Mon - Fri / Hybrid working - 3 days in the office.

We are currently looking to recruit a solid temporary Executive Assistant for one of the largest Real Estate managers in the world, based in the West End of London. In this role you will be providing business support to a small team of executives based in the Middle East within a Global Development Business Team.

As an astute, determined professional, you will join the Team and showcase your success through collaboration, ownership, and innovation.

General EA Duties

• Diary Management via Outlook in addition to managing meeting room bookings/refreshments and coordinating internal and external meetings and conference calls.
• Responsible for international travel arrangements (flights, accommodation, cars); this includes checking timetables, liaising with the travel agent, creating itineraries and checking visa requirements as needed.
• Managing logistics when organizing client events or product road shows.
• Responsible for expense submission and reconciliation. This includes but not limited to submitting cash and company credit card expenses and ensuring receipts are provided, proactively following up with third parties for copies of any missing receipts. Other expense tasks include currency conversion where necessary; ensuring supplier invoices are correct and liaising with the Accounts department where necessary.
• Liaising with the IT department to manage and resolve IT/mobile device issues.
• Filing of correspondence, client related and all marketing/research material on the shared drives or log in the CRM database.
• Scanning, printing and binding of documents and Marketing Materials.

Client Relations

• Coordinating client meetings and product road shows; proactively ensuring Marketing materials for client meetings are prepared/updated and included in meeting diaries where applicable. Liaising with relevant Portfolio Managers and Compliance.
• Conduct note taking of client meetings, ensuring these are circulated and logged.
• Proactively following up on client meetings: ensuring requests/comments expressed during meetings or after are being addressed and any further materials sent as requested.
• For the Executive\'s clients, maintaining and updating marketing/client monitoring forms e.g. Sales Report, Quarterly Marketing Report, Top Opportunities, Summary Client meeting and Action/Next Steps are recorded in the CRM system, Salesforce.
• Assisting in the coordination of client events and conferences

Client Database

• On behalf of the Executive\'s clients, managing the client database (using Salesforce): proactively ensure that database is always up to date with latest contact information; creating, where possible, internet web link to clients\' internet websites.
• Working closely with the Executives to capture client intelligence from the latest business news, client meeting notes and any relevant information to improve the client database and develop a deeper understanding of client strategic needs.
• Salesforce administration on behalf of the Executives\' and the European business development reps: client correspondence, campaign updates, proposals and DDQ log in requests, marketing materials workstream submissions, activity and meeting notes log and distribution.

Creation & Maintenance of Marketing Materials

• Using Power Point, responsible for the production of Marketing Materials for the Executives\' client meetings; this includes: working with the Executives\', Product Specialist, Client Services and relevant portfolio manager, as well as Compliance to create/edit slides and making suggestions on how slides could be enhanced graphically; editing of cover page inserting client\'s logo (using Internet as needed to download logo) as well as attendees\' titles and contact details, printing and binding to produce final version of Marketing Materials for client meetings.
• Ensuring Marketing Materials and all materials being released to clients are reviewed by portfolio managers, client services and compliance/legal, so that they are up-to-date, accurate and consistent with policies and approved templates and standards.

Compliance collaboration

• Maintaining compliance log for various client reports e.g. Top Opportunities (Salesforce), Quarterly Client Commitments (QuickBase Database); Client Suitability Form, FCPA Clearance Form and Gifts & Entertainment Clearance Form (Star Database)
• Ensuring that all client meetings arranged are with clients and in countries that are compliance cleared.
• Ensuring that all Marketing Materials, RFPs, RFIs and questionnaires are cleared by Compliance prior to disclosure.

Knowledge of Salesforce is key for this opportunity and use of Arabic to communicate verbally and in writing would be advantageous.

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